Quick answer
Compare heat pump quotes line by line before price: indoor and outdoor model numbers with an AHRI reference number, how the size was chosen, ductwork, refrigerant lines, electrical work, permit, warranty and payment terms. Ask each contractor to price any missing item in writing, then compare totals.
Two heat pump quotes for the same house can differ by thousands of dollars, and often they aren’t pricing the same job. One includes new refrigerant lines, a permit and a duct test. Another lists only the outdoor unit and a total. Before you compare prices, make the quotes comparable. This guide gives you a worksheet to do that, a worked example, and the questions to send back. It’s part of our complete heat pump guide. For typical price ranges, see our heat pump installation cost guide, or get a rough estimate for your home with our Heat Pump Cost Calculator.
The short answer
- Compare the same things on every quote: equipment, efficiency, size, installation scope, warranty and price. ENERGY STAR advises getting “written, itemized estimates” and comparing “cost, energy efficiency and warranties.”
- Check that the indoor and outdoor units are a certified match. AHRI rates split systems as a pair, “not the individual units,” and each pair has its own reference number.
- Ask how the size was chosen. A heat-load calculation (ACCA Manual J or equivalent) beats “same size as the old one.”
- Price the gaps before you compare totals. If one quote leaves out the permit, line set or electrical work, ask that contractor to price it in writing.
- Don’t pick on price alone. The FTC says, “Don’t automatically choose the lowest bidder.”
What a complete quote shows
ENERGY STAR says a signed proposal protects you “by specifying project costs, model numbers, job schedule and warranty information.” The FTC adds the contractor’s license number, start and completion dates, and any promises made in conversation. A good heat pump quote also explains how the system was sized and what happens to your ducts, wiring and old equipment.
The quote comparison worksheet
Put each quote in its own column and go down the list. A blank box is a question to send back, not a reason to rule the quote out.
| Line to check | What a good answer looks like | Quote A | Quote B | Quote C |
|---|---|---|---|---|
| Outdoor and indoor model numbers | Both listed, not just a brand or “3-ton system” | |||
| AHRI certified reference number | Given, so you can look up that exact pair’s ratings | |||
| SEER2 and HSPF2 | The rated numbers for the matched pair; ENERGY STAR or cold-climate if you need it | |||
| Size and how it was chosen | Capacity in BTU/h or tons, backed by a Manual J or equivalent load calculation | |||
| Ductwork | Inspection, sealing and a leakage test, or the number and location of ductless heads | |||
| Refrigerant lines | New lines, or a clear reason to reuse the old ones; refrigerant type named | |||
| Electrical work | New circuit and disconnect included; who pays if the panel needs an upgrade | |||
| Backup heat | Electric heat strips, keeping the furnace (dual fuel), or none, and why | |||
| Thermostat and controls | Model named and set up for the heat pump | |||
| Permit and inspection | Contractor pulls the permit | |||
| Start-up checks | Refrigerant charge and airflow tested; records left with you | |||
| Old equipment | Removal and disposal included | |||
| Warranty | Parts, compressor and labor terms, and who registers the equipment | |||
| Rebates | Which ones the price assumes, and who applies | |||
| Price and payment | Total, deposit, payment schedule, start and finish dates | |||
| License and insurance | License number on the quote; proof of insurance on request |
The ENERGY STAR Bid Comparison Checklist (PDF) asks similar questions, with columns for contractors A, B and C. It’s worth printing for the home visit.
A worked example
These are made-up quotes for one home, to show the method. They aren’t real prices.
| Quote A | Quote B | Quote C | |
|---|---|---|---|
| Total | $11,400 | $13,900 | $12,800 |
| Model numbers | Outdoor only | Outdoor and indoor | Outdoor and indoor |
| AHRI number | No | Yes | Yes |
| Sizing | “Same as existing” | Manual J attached | Manual J attached |
| Line set | Reuse | New | New |
| Permit | Not mentioned | Included | Included |
| Duct test and sealing | No | Yes | Not mentioned |
| Labor warranty | 1 year | 5 years | 2 years |
Quote A looks cheapest, but it prices less work. Before choosing, you’d ask A for the indoor model number, the AHRI number, how it chose the size, and a written price for a permit and new line set. You’d ask C whether it will test the ducts. Only then do the three totals mean the same thing.
B may still cost the most. ENERGY STAR notes that the lowest price “may not be the best deal” if the equipment is less efficient and your energy costs are higher. Our SEER2, HSPF2 and COP guide shows how to read the ratings.
Questions to send back
Copy the ones that fit each quote:
- What are the indoor and outdoor model numbers, and the AHRI certified reference number?
- How did you size the system? Can I have the Manual J (or equivalent) report?
- Will you install new refrigerant lines? Which refrigerant does this system use?
- Will you test duct leakage and seal the ducts, and is that in this price?
- Does the price include the permit, electrical work and removing the old equipment?
- After installation, will you check the refrigerant charge and airflow and leave me the records?
- What do the parts and labor warranties cover, and who registers the equipment?
Warning signs
The FTC lists tactics that suggest a contractor isn’t reputable. These include pressure “for an immediate decision,” asking you to pay everything up front or only in cash, and asking you to get the building permits yourself. Two more for heat pumps:
- A price with no visit. ENERGY STAR says the contractor “should spend significant time inspecting your current system and home.”
- A federal tax credit built into the price. The IRS lists the home improvement credit for property placed in service “before December 31, 2025,” so a 2026 installation doesn’t qualify.
What could change your choice
- Your rebate has contractor rules. Some programs only pay through approved installers. In Wisconsin, for example, HEAR heat pumps must be installed by an IRA Registered Contractor. A cheaper quote from a non-approved installer can end up costing more.
- The quotes propose different systems. Ducted against ductless, or a heat pump against dual fuel, are different projects. Decide which system you want first, then compare prices within it.
- The sizes are far apart. If one quote says 2 tons and another 4, ask each for its load calculation. ENERGY STAR warns that oversized equipment “may cycle too frequently,” which costs comfort and lifespan.
- It’s an emergency in midwinter. You may only have time for one or two quotes. Still ask for the model numbers, the AHRI number and the warranty in writing.
- The quote uses R-410A. It can still be legal. EPA’s 2026 rule removed the installation deadline for systems whose parts were all made or imported before January 1, 2025. Ask the contractor which refrigerant the system uses and why they chose it.
Before you sign
The FTC advises reading the contract, making sure “all blank spaces are filled in,” not paying the full amount up front, and holding the final payment until the work is done. If you sign at home, the contract should state your right to cancel within three business days. Down payment limits and license rules vary by state, so check with your state or local consumer agency. Then check your rebate program‘s rules before work starts. Wisconsin’s HEAR, for example, only pays for heat pumps installed by an IRA Registered Contractor.
Frequently asked questions
How many heat pump quotes should I get?
Get more than one if time allows. The FTC advises getting multiple estimates, and Mass Save, the Massachusetts utility program, recommends three to five.
What should a heat pump quote include?
The indoor and outdoor model numbers, the AHRI reference number, the efficiency ratings, how the size was chosen, the installation scope (lines, ducts, electrical, permit), the warranty, the price and payment schedule, the dates, and the contractor’s license number.
Why are heat pump quotes so different?
They often price different equipment and different work. One may include a new line set, duct sealing and a permit while another doesn’t. Line them up in the worksheet before comparing totals.
Is the cheapest heat pump quote a bad choice?
Not automatically. The FTC says not to choose the lowest bidder automatically and to ask about big differences. If the cheapest quote covers the same scope and equipment once the gaps are filled, it can be the right pick.
Can I still get the federal tax credit on a heat pump?
Not for a 2026 installation. The IRS lists the credit for property placed in service before December 31, 2025. State and utility rebates may still apply.
Official links
- ENERGY STAR: Bid Comparison Checklist (PDF)
- ENERGY STAR: 10 tips for hiring a heating and cooling contractor
- AHRI Directory of Certified Product Performance
- FTC: How to avoid a home improvement scam
Keep reading
- Heat pump installation cost
- What size heat pump do I need?
- SEER2, HSPF2 and COP explained
- Ducted vs ductless heat pumps
- Heat pump rebates and incentives (2026)
- Heat pump maintenance checklist
Sources & references
- https://www.energystar.gov/saveathome/heating-cooling/10-tips-hiring
- https://www.energystar.gov/saveathome/heating-cooling/hvac-quality-installation
- https://www.energystar.gov/ia/home_improvement/heat_cool/HVAC_QI_bidsheet.pdf
- https://ahrinet.org/certification/cee-directory/how-and-why-certified
- https://consumer.ftc.gov/articles/how-avoid-home-improvement-scam
- https://www.irs.gov/credits-deductions/energy-efficient-home-improvement-credit
- https://www.federalregister.gov/documents/2026/05/26/2026-10387/phasedown-of-hydrofluorocarbons-reconsideration-of-certain-regulatory-requirements-promulgated-under
- https://www.masssave.com/blog/residential/before-you-hire-a-guide-to-choosing-the-right-heat-pump-installer
